PRIVACY NOTICE TO FAMILIES LOOKING TO RECRUIT AN AU PAIR
The wording in this document reflects the requirements of the General Data Protection Regulation (GDPR), which will come into effect in the UK on 25 May 2018. Reference to the Agency in this document refers to Peter Pan Au Pair LLP.
Data controller: Nicky Price, Peter Pan Au Pair LLP
Data protection officer: Nicky Price, 6 Station Road, Faversham, ME13 8EB
As part of any recruitment process, the Agency collects and processes personal data relating to families. The Agency is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does the Agency collect?
The Agency collects a range of information about the family. This includes:
Peter Pan Au Pair Agency collects this information in a variety of ways. For example, data might be contained in application forms, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
Peter Pan Au Pair Agency will also collect personal data about you from third parties, such as references, information from background check providers and information from criminal records checks. Peter Pan will seek information from third parties only once we accept you as a client and we will inform you that we are doing so.
Data will be stored in a range of different places, including on your application record, and on other IT systems to include email. Computers password secured and are only accessed by Peter Pan personnel.
Why does the Agency process personal data?
Peter Pan Au Pair LLP needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.
In some cases, Peter Pan Au Pair LLP needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to live in the UK before any placement is made.
Peter Pan Au Pair LLP has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from families allows the Agency to manage the recruitment process, assess and confirm a family’s suitability to take on an au pair and decide who would be a suitable au pair for you and keep you informed of available candidates as they arise and keep you informed of the services offered by us. Peter Pan Au Pair LLP may also need to process data from families to respond to and defend against legal claims.
Where Peter Pan Au Pair LLP relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of families and has concluded that they are not.
Peter Pan Au Pair LLP processes health information if it needs to make reasonable adjustments to the recruitment process for families who have a family member who may have a disability.
If we do not find you an au pair, Peter Pan Au Pair LLP will keep your personal data on file in case there are future au pairs for which you may be suited. The Agency will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.
Who has access to data?
Your information will be shared internally for the purposes of the recruitment exercise. Your information will also be shared with our 3rd party partner au pair agencies in EU countries, au pairs, and IT staff if access to the data is necessary for the performance of their roles. Personal data shall not be transferred to a country or territory outside the EEA unless that country or territory ensures an adequate level of protection or the appropriate safeguards are in place for your rights and freedoms.
Peter Pan Au Pair LLP will then share your data with referees to provide references for you, background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.
The Agency will not transfer your data outside the European Economic Area.
How does the Agency protect data?
Peter Pan Au Pair LLP takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
All information is held on a password secure computer only accessed by Peter Pan Au Pair LLP personnel.
For how long does the Agency keep data?
If your application for employment is unsuccessful, Peter Pan Au Pair LLP will hold your data on file for three years after the end of the relevant recruitment process. If you agree to allow the Agency to keep your personal data on file, the Agency will hold your data on file for a further two years for consideration for future placement opportunities. At the end of that period or once you withdraw your consent, your data will be deleted or destroyed.
If your application to be a client is successful, personal data gathered during the recruitment process will be transferred to your client file and retained during the time that you have an au pair supplied by us.
Sharing data for the purposes of gaining employment
Families seeking an au pair will receive details of potential candidates solely for the purpose of finding a suitable au pair for their family. These details are confidential and under Peter Pan Au Pair LLP terms and conditions must not be shared or au pairs contacted directly. The information shared is only for the purpose of identifying an au pair deemed suitable for a family environment.
As a data subject, you have a number of rights. You can:
If you would like to exercise any of these rights, please contact Nicky Price, 6, Station Road, Faversham, ME13 8EB firstname.lastname@example.org
If you believe that the Agency has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to the Agency during the recruitment process. However, if you do not provide the information, the Agency may not be able to process your application properly or at all.